Terms and conditions
Registration Terms and Conditions
Registration fees are based on the registration category, the date of receipt of the registration form and payment. The prices indicated are per person and are only applicable if both the registration form and the payment are received before the deadlines mentioned. Please note, if you have not paid before the due date Euroheat & Power reserves the right to invoice you with the higher fee if a registration deadline has passed in the meantime.
Euroheat & Power will be performing membership and category audits on the registration lists at various intervals. Should a registrant be in the wrong category, their category will be adjusted to reflect the accurate pricing and category. No refunds are available for registering in an incorrect category or failing to enter a discount code and withdrawing registration as a result of this correction.
The online registration form serves as a contract between the participant and Euroheat & Power.
Please note that entrance to the event is assured only upon receipt of registration fees. Euroheat & Power reserves the right to refuse admission to registered participants whose payment is not settled.
Upon completion of your online registration, you will be sent a confirmation by email including the payment status. The confirmation is sent to the address provided on the registration form.
Invitation letter for visa application
Attendees must have registered and paid the required registration fees before requesting an official letter of invitation. All requests should be sent by e-mail to firstname.lastname@example.org. Foreign participants should contact the Lithuanian Embassy or Consulate in their home country to determine their particular visa requirements. Please note that the organisers will not be able to assist the participants with their visa application and cannot intervene with the Embassies or Consulates on behalf of any participant.
Please note that the visa letter only aims at assisting participants who need to obtain a visa or permission to attend the congress and it is not a commitment from the organisers to cover any kind of expenses or to provide any financial support. All expenses incurred in relation to the congress is the sole responsibility of the participant.
For additional details, please visit the following website: https://keliauk.urm.lt/en/entry-to-lithuania/visas/list-of-countries-whose-citizens-do-not-require-visas-to-enter-the-republic-of-lithuania
Press / Journalist registration
In order to obtain a media pass granting free access to the event, all media representatives are required to provide a copy of a recognised press card AND a commissioning letter from the editor of a recognised publication. Please note the free access for press / media is limited to a maximum of one (1) representative per national (LT) organisation/publication and to two (2) representatives per international organisation/publication.
Payment must accompany the registration. Registrations received without payment will not be processed. All prices are in Euros (€). All payments must be made in Euros (€); no other currency will be accepted. Payment should preferably be processed online by credit card (MasterCard, VISA or American Express) during the online registration procedure.
Payment by credit card
The online registration platform is a secured site. VISA, Eurocard/MasterCard and American Express are currently the only credit cards accepted during the online registration process. Please enter all relevant information on the registration form. It is mandatory that the credit cardholder’s name is clearly mentioned if it differs from the registrant’s name.
Bank transfer payment
Payments by bank transfer will be accepted until 27 April 2021 and should be made to the following bank account:
Bank Account Owner: Euroheat & Power
SWIFT: BBRU BE BB
Bank Address: ING Belgique SA – Agence Cours Saint-Michel, Cours Saint-Michel 40 – 1040 Brussels, Belgium
Reference: 21EHPCONG-FULL NAME of the Participant
If your bank transfer is arranged one week before the bank transfer deadline, please send a copy to email@example.com and bring your proof of payment to the registration desk on-site.
Bank fees are the sole responsibility of the registrant and should be paid in addition to the registration fees. Transfers must clearly state the name of the congress and name of the participant, as unidentified bank transfers cannot be processed. If payment is made for more than one person or by a company, please make sure all names are indicated.
Participants with outstanding fees at the time of the event will be required to provide a credit card guarantee onsite.
Belgian VAT (21%) is applicable on the registration fees, unless a valid and officially recognised by the EU Taxation and Customs Union office EU VAT number (http://ec.europa.eu/taxation_customs/vies/vatRequest.html) has been entered in the corresponding section on the registration form. In such cases, Euroheat & Power will issue a final invoice according to the reverse charge mechanism and any overpaid VAT will be refunded via the payment method chosen during the registration process. Should your company not be VAT registered or in the event that you enter a VAT number that is not recognised by the aforementioned verification, Belgian VAT (21%) is due and is automatically added to the final invoice.
NOTE: Euroheat & Power cannot be held responsible for any problem you may encounter related to a VAT refund. Neither amendments to final invoices nor refunds will be issued should you enter incorrect/non-validated VAT data.
Only digital versions (PDF) of invoices will be sent to participants by email after completion of your online registration and payment. In accordance with the EU regulation dated 13/07/2010 (please refer to the explanatory note of the EU), which has come into effect on 1 January 2013, we can only issue invoices after the payment has been received or completion of the event.
The invoice issued will use the billing details provided on the registration form so please make sure you have provided us with the correct information (company name, address and VAT number if applicable).
If Euroheat & Power is unable to determine the validity of a VAT number, we will have to issue the invoice without your VAT number. In this case your company can’t claim VAT.
For any request linked to invoicing contact firstname.lastname@example.org
Cancellation & refund policy
Any cancellation of registration should be communicated in writing to Euroheat & Power by e-mail to email@example.com or by fax to +32 2 740 21 19.
Congress registration cancellations will be subject to a Euro (€) 75 cancellation fee (plus VAT) until 28 February 2021. After that date, no refunds or exceptions will be made. All refunds will be processed after the event.
Extra Dinner tickets are non-refundable. No exceptions will be made.
Force Majeure (Uncontrollable Events)
In case it becomes inadvisable, commercially impractical, illegal or impossible to hold the Congress as planned, for reasons that are beyond our control, including but not limited to strikes or lockouts, riots, embargoes, boycott, power failures or prolonged shortage of energy supplies, fire, flood, hurricane, earthquake, acts of state or governmental action, war, armed conflict or warlike conditions including actual or apprehended terrorism, disaster, curtailment of transportation facilities (including as a result of adverse weather conditions) preventing or delaying attendance of a significant number of registered participants, disease or medical epidemics or outbreaks, or any other reasons that constitute force majeure, the following options may apply:
- (a) to cancel the Congress; or
- (b) to suspend the Congress for the duration of the impending circumstances; or
- (c) to hold the Congress as planned only in person and/or online.
In any case, all registration fees that have been paid will be refunded as per the refund policy stated above. Euroheat & Power will not be responsible for any loss, damage, injury, claims, costs or expenses of any kind whatsoever by reason of any cancellation, rescheduling, postponement or alteration of the Congress. In the events that the Congress is cancelled, Euroheat & Power thereafter determines that the associated operating costs are covered and after having accounted for a reserve fund - Euroheat & Power may (to the largest extent possible) affect the remaining funds to reimburse attendance fees (pro-rata).
Congress registrations are transferable without a fee until 27 April 2021. However, we cannot change the invoice or make any other changes. Shared registrations are not permitted. Please email firstname.lastname@example.org regarding all name changes.
Multi-Booking Discount – Group Packages
Upon prior agreement Euroheat & Power offers special discounts to organisations for booking multiple congress passes. The Multi-Booking Discount – Group Package is only applicable when a minimum of five (5) Full Congress registration passes are purchased and the complete order paid with one (1) single transaction by the lead organisation. At the time of purchase the purchasing organisation will be sent, via email, a unique Registration Code that can be distributed to the individuals forming part of the delegation. Each individual must be registered and will be required to enter the group Registration Code at the end of registration process. No refunds are available for registering in an incorrect category or failing to enter a discount code and withdrawing registration as a result of this correction.
- save up to 10% when you book 5 or more full congress delegate passes
- save up to 20% when you book 15 or more full congress delegate passes
*If you wish to take advantage of the multi-booking discount, please email email@example.com.
Absence without prior notice prevent other delegates from participating in specific sessions and other onsite congress activities. Therefore, Euroheat & Power reserves the right to charge a ‘no show fee’ of Euro (€) 95.00 for each activity that a person registers for, and fails to attend without providing a compelling reason for their absence, at least 72-hours before the event. ‘No show fees’ will be billed to the registrant. Thank you for your understanding and cooperation as we strive to best serve the needs of all participants.
The registration does not include insurance of any kind. Euroheat & Power will not accept any responsibility or liability for injuries or losses sustained as a result of any cancellations, accidents, illness or other occurrences that may arise in connection with the congress or its side and evening events. It is strongly recommended that participants take out insurance to cover loss (including registration fees) incurred in case of cancellation, medical expenses and damage to or loss of personal effects.
The personal information that you provide will be kept in a database managed by Euroheat & Power (EHP). We may occasionally use your details strictly in connection with other EHP events. To opt out of receiving such information please tick the relevant “opt-out” box when receiving undesired emails. Photographs/pictures, presentations, audio and video recording of speakers and participants of this event may be taken. They will be reproduced in various media including Euroheat & Power publications, the website, social networks, TV and the printing press, in connection with the event, or for further cultural and institutional purposes as well as for promotional activities of Euroheat & Power. A participant wishing that his/her image or voice is not recorded and published, for compelling and legitimate grounds relating to your particular situation, is required to contact firstname.lastname@example.org. The organiser will accommodate the participant’s needs, if possible. If supervisory authorities or data subjects have any questions regarding processing issues, please note that the EU representative mandated is the Cvent local office in London with over 100 employees that will serve as a point of contact.
Euroheat & Power (EHP), the organiser, may not be held responsible for any loss, injury or damage to any property, whatever the cause may be. Liability of persons and enterprises providing means of transportation or other services, however, remains unaffected. Should the venue or speakers change, for any reason outside the organisers’ control (including but not limited to acts of terrorism, extreme weather conditions and/or industrial action), or the event be cancelled, the organisers will endeavour to re-schedule, but shall not be held responsible for any costs, damages or expenses incurred by registrants. If for any reason the organiser decides to make material changes to this congress, the organiser is not responsible for airfares, hotels or other costs incurred by registrants. The participant takes part in the Congress, all tours and trips at his own risk. Furthermore, the organiser may not be held liable for any costs or damages incurred resulting from acts outside of its control including but not limited to force majeure, strikes and/or public demonstrations. Only written arrangements are binding.
Registration of a participant entails acceptance of these conditions.
In case of disputes concerning the execution or interpretation of the present General Regulations, both parties agree that they will be subject to Belgian law and that the commercial courts of Brussels will be competent, without prejudice to EHP’s right to initiate proceedings under the legal proceedings and before the courts of the participant’s registered office in the event any sums are due by the participant to EHP.